Materials e-Bidding System by Kaleem Ahmad B. Sc. (Phvsics), M.C.A. Information Systems Specialist Certified SAP Solution Consultant for SCM-Procurement ECC . Systems DeveIopment Division Materials Systems & Procedure Department Saudi EIectricity Company Saudi Arabia For further details, please contact on 858 5221 or e-mail us at kahmadse.com.sa Materials e-Bidding System Saudi Electricity Company 2 oI 32 Introduction e-Bidding System is Iully automated web based system using e-commerce concept. Vendors will have their user ID and password that will be provided by Systems Support Division oI Materials Supply Department. The vendor can change their password any time. The password is case sensitive i.e. capital and small character will not be same. Feature of the system It is Iully automated and paper less system. Cost eIIective. Vendors need not Iax or come to submit their quotation. This signiIicantly saves the vendors time and money. For our side it also save time oI Iax operator (to log and Iile the Iax), bid controller (to Iile the quotation till bid closing date) and buyer ( to enter quotation in mainIrame). Fast and reliable communication. The quotations submitted by vendor are directly saved in database. Time saving. No delay in processing the quotation. On the bid closing date the quotation will be processed and lowest bidders can be determined in the bid summary. ConIidentiality oI the data. In the manual process the quotation Irom the vendor side were exposed to their typist / Iax operator. In our side it was exposed to Iax receiver, bid controller and buyer. Now beIore the bid closing date the quotation cannot view by any one. No human intervention. Once buyer makes the bid, the system invites all related vendor and select best ten vendors on the bid closing date and update the mainIrame system. So in the whole bidding process there is no human intervention. System Security In this system the data is stored in SQL server, which has reliable data security. In order to provide additional security to sensitive Iields such as price and password they are kept encrypted. The system is residing on web server, which is protected through Iirewall. To access the system it requires vendor ID and password. To make it more secure, the password is made case sensitive and vendors are advice to change their password once in a week or month. The vendor can also change their password whenever they require. Component of e-bidding system Open Low Value Bids Closed Low Value Bids Open High Value Bids Close High Value Bids Open Purchase Orders Vendor InIormation Materials e-Bidding System Saudi Electricity Company 3 oI 32 Open Low Value Bids This system will enable vendors to view and respond all their low value bids that bid-closing date is not passed. So this will eliminate the need oI Iaxing the bid response to Purchasing Division. This is a Iully secure system, the price submitted by vendors are encrypted in database so that it cannot be read by anyone beIore the bid closing date. AIter the bid closing date the vendor`s bid response inIormation will be automatically updated in our mainIrame based, Materials Management System. This system will eliminate several steps in manual bidding process and will be completely paper less. So it will signiIicantly reduce the cycle time and cost in whole bidding process. It has Iollowing Ieatures: Once valid vendor`s user ID password is entered the system will list all his bids waiting Ior response. Every day new bids send to the vendors will be added in the list. The bids Ior which the bid closing date is passed will not appear in the list. It will be moved to bid history. The bids Ior which the bid closing date is today, the bid closing date will be displayed in red color. The bids Ior which the bid closing date is tomorrow, the bid closing date will be displayed in pink color. The status will show the vendor action on the bid. Closed Low Value Bids This system will enable vendors to view and print any bids Ior which the bid closing date is passed. It helps the vendor to keep record oI past bid request. It has Iollowing Ieatures. Once valid vendor`s user ID password is entered the system will list all his old bids. Vendors can view or print their bid response. Open High Value Bids This system will enable vendors to view and print any high value bids. It helps the vendor to keep record oI high value bid request. It has Iollowing Ieatures. View or print High Value Bid. Close High Value Bids It helps the vendor to keep record oI high value bid request which are closed. Materials e-Bidding System Saudi Electricity Company 4 oI 32 Open Purchase Order This system will enable vendor to see our purchase orders with the vendor. Any new purchase order will be added to the list automatically. The status oI purchase order i.e. delivered, accepted, rejected, invoiced etc. will also be updated automatically. This will help the vendor to know any new purchase orders as well as the status oI the existing purchase orders. Vendor Information This system will enable vendor to see their inIormation, which we have in our system i.e. name, address, contact person, Iax, phone, e-mail etc. and kind oI materials which the vendor is registered to deal with us. The vendors will automatically receive inquiries Ior the material, which he is registered in our system. System Requirement Vendors only require a Personal Computer with windows operating system and Internet connection. Materials e-Bidding System Saudi Electricity Company 5 oI 32 User`s Guide Materials e-Bidding System Saudi Electricity Company 6 oI 32 Accessing e- Bidding System To access Materials e-Bidding System, Come to our company home page: www.se.com.sa And click on Purchasing` OR Directly enter link address: www.se.com.sa/mmd Materials e-Bidding System Saudi Electricity Company 7 oI 32 The e-Bidding System will be open and it will give Iollowing screen. Materials e-Bidding System Saudi Electricity Company 8 oI 32 Open Bid System Click on Vendors Login, Iollowing logon ID screen will come. The vendor should enter his vendor ID and password, which is initially provided by MMD, The password is case sensitive. AIter successIul login, the system will list open bids (bid closing date not passed) in the Iollowing screen. This system will allow printing and submitting bid. Materials e-Bidding System Saudi Electricity Company 9 oI 32 The bid will stay here till the bid closing date. The quotation can be revised any number oI times beIore the bid closing date. The status shows the users action on the bid. Bid-closing date will be shown in red color Ior which the bid closing date is today, and in pink color Ior which the bid closing date is a day aIter. To quote, click on the bid number. To print a bid, click on the print`. The Iollowing screen will show the bid in print Iorm. Materials e-Bidding System Saudi Electricity Company 10 oI 32 To print hard copy, click on Print` button. You can also make copy oI whole or part oI the document and past it to other place like word document. To go back the previous screen, click on Back` button. Materials e-Bidding System Saudi Electricity Company 11 oI 32 To respond or re-quote any bid, just click on the desired bid number. The Iollowing bid response screen will appear. In the above screen all the Iields are required except the remarks. The data entry can be saved beIore completing the Iorm using save button. Later saved data can be loaded on the screen by using retrieve button. Save Button: To save the data entry beIore completing and submitting the quotation. Retrieved Button: To retrieve the previously save data and load it on the screen. ReIresh Button: To reIresh the screen data beIore retrieve. Declined to Bid: Click here to check the box, iI you want to decline the whole bid. eMail Attachment to Buyer: Click here, system will open your deIault e-mail system. Vendor can attach the documents and send to buyer. ReIerence Number: Enter the your (vendor) reIerence number. Ship Via: Mode oII shipment like By Sea or By Air etc. Valid Up to: Quotation validity date. It must be entered in mm/dd/yyyy Iormat. Normally it should be 90 days Irom bid closing date. Materials e-Bidding System Saudi Electricity Company 12 oI 32 Quoted By: Enter the name and phone number oI sales person or person responsible Ior this quotation Delivery Point: At SEC warehouse as mentioned in Ship to location`. Quoted Currency: Currency oI your price. The deIault value is Saudi Riyal (SAR). The Ioreign vendors can quote in any major world currency. Local vendors must quote in Saudi Riyal (SAR), iI they do not have any pre-agreement to quote in Ioreign currency. Remarks: This is an optional Iield in which you can enter maximum 160 characters comment. This can be utilized to provide any additional inIormation that you want to give Ior the oIIer. Quoted Quantity: The quantity you are quoting in requested unit oI measure only. DeIault value is requested quantity. Quoted Unit Price: The unit price you are oIIering. Delivery Time (Days): The time you need to deliver this item aIter getting the purchase order. It must be in days and one number only like 38 and not 25-38. Remarks / Deviation: This is an optional Iield in which you can enter maximum 200 characters. This Iield can be utilized to provide any kind oI inIormation you want to provide Ior the item. II you have any attachment like catalog, drawing etc. you can either e-mail to buyer or send by Iax or normal mail address to buyer. Decline: Click here, iI you want to decline this line item. To see the description oI the item, click on the desired item number. The system will show the description oI item in Iollowing screen. Materials e-Bidding System Saudi Electricity Company 13 oI 32 To go back to the previous Bid Response Entry Form` screen, click on the Back` button. Fill the inIormation in Bid Response Entry Form` screen. Make sure that all entries are correct. To submit, click the submit button or press ENTER key. A conIirmation message will appear. Press OK button to submit or cancel to go back to the entry Iorm. Once the bid is submitted successIully, the Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 14 oI 32 To print the bid response, click on Print this Bid Response`, the Iollowing screen will come. To go back to bid list, click on Go Back to List` To print hard copy, click on Print` button. To back to the previous screen, click on Back` button. On the List oI Bids Waiting Ior Response` screen, once the bid is quoted, the status oI the bid will change to Quoted`. Materials e-Bidding System Saudi Electricity Company 15 oI 32 To response other bids, just Iollow the above steps. Once Iinished you must logoII. To logoII Irom the Bid Response System` click on Log OII` button. The homepage screen will appear. Materials e-Bidding System Saudi Electricity Company 16 oI 32 Closed Bid System Once the bid closing date is passed, the bids are moved Irom open bids to the closed bid system. The vendor may use this system, to keep track oI past bids. This system requires vendor ID and password. To use Bid history system, click on Vendor Login, Iollowing logon screen will come. Enter the Vendor ID and password. AIter the validation oI the vendor ID and password, the system will list the open bids. Click on the Closed Bids, the Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 17 oI 32 The status column on the above screen shows the vendor`s action on that bid. To print or view your quotation, click on the desired bid number. It will show the quotation in Iollowing screen. Materials e-Bidding System Saudi Electricity Company 18 oI 32 To print hard copy, click on Print` button. To go back to previous screen, click Back` button. Materials e-Bidding System Saudi Electricity Company 19 oI 32 Open High Value Bids The High value bids system will enable vendor to view, print and know the status oI high value bids. Bid should be submitted through sealed bid in the bid box only. AIter vendor login click on High Value Bids, Iollowing screen will come. The see the content oI high value bid click on the bid number, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 20 oI 32 Materials e-Bidding System Saudi Electricity Company 21 oI 32 Closed High Value Bids The High value bids system will enable vendor to view, print and know the status oI high value bids. Bid should be submitted through sealed bid in the bid box only. AIter vendor login click on High Value Bids, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 22 oI 32 Purchase Order System This system will help vendors to know our active purchase orders with vendors. This system requires vendor ID and password. To use Purchase Order system, aIter logging to the system click on Purchase Order`, Iollowing logon screen will come. To know the details oI purchase order click on PO Number. Following screen will show the details. Materials e-Bidding System Saudi Electricity Company 23 oI 32 The purchase order will stay in this system till the status is OPEN`. The closed purchase order with status CLOSE` will be removed. To view the Purchase Order click on View, Iollowing screen will show the PO. Materials e-Bidding System Saudi Electricity Company 24 oI 32 Vendor Information This system will help the vendor to know about inIormation about them and commodity classes they are registered in our system. AIter logging to system, click on Vendor InIormation`, Iollowing logon screen will come. In this screen system shows the vendors address, Iax, phone and contact person address, e- mail, phone and Iax inIormation. The next important inIormation is List oI Registered Material Groups (Classes)`. This is the list oI kind oI material which vendor is registered to deal with the Materials Management Department. In near Iuture, it will not be on buyer to select the vendor to send bid request. Based on the above registered classes, the vendor will automatically receive all bid requests Ior his registered classes. It is very important Ior vendor to check above inIormation and iI it needs to be updated, they may contact: Vendor AIIairs and Support Division 3rd Floor, Faisalyah Tower - Riyadh Materials e-Bidding System Saudi Electricity Company 25 oI 32 Phone: 01-4619454 e-mail: PRCVSDVse.com.sa Some basic inIormation can be updated online. To update contact inIormation, click on Update button. Following screen will appear. Update the inIormation on above screen and save it. Materials e-Bidding System Saudi Electricity Company 26 oI 32 Bid Terms & Conditions This provides the inIormation about terms and condition Ior bidding. This does not require any password. Click on Bid Terms & Condition`, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 27 oI 32 Material Groups (Class) This provides the list oI code and description oI commodity classes . This does not require any password. Click on Item Class`, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 28 oI 32 Buyer`s Phone This provides the inIormation about Buyers contact details Ior all regions. This does not require any password. Click on the region you want. II you click on Eastern Region`, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 29 oI 32 Warehouse Locations This provides the location code and description oI all warehouses oI Materials Supply Department. This does not require any password. Click on the region you want. II you click on Eastern Region`, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 30 oI 32 FAQs This provides the answer oI Irequently asked questions. This does not require any password. Click on FAQs`, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 31 oI 32 User`s Guide This will open the user`s guide. It is in PDF Iormat. It can be down loaded and printed easily. This does not require any password. Click on User`s Guide, Iollowing screen will come. Materials e-Bidding System Saudi Electricity Company 32 oI 32 About Kaleem Ahmad Mr. Kaleem Ahmad is working as InIormation Systems Specialist in Systems Development Division, Materials Systems and Procedure Department, Material Business Line, Saudi Electricity Company since 1994. He has bachelor degree in Physics (B. Sc. Physics) and Master Degree in Computer Science & Applications (MCA). His is CertiIied SAP Solution Consultant Ior SCM-Procurement ECC 6.0 and member oI Project Management Institute (PMI). The e-biding is one oI his innovative projects which were implemented in 2001. For this project company has awarded him Employee Innovation Award` in 2003. This project was awarded as Best 10 innovative projects` by the company. For his outstanding perIormance he has been awarded Employee oI the year` award in 1997, 2003 and 2007.